South East Training and Jobs Hub – Training Room Booking Application Form

SORELL COUNCIL
CONDITIONS OF FACILITY HIRE
1. Application and Acceptance
By applying to hire a Council facility, the hirer agrees to comply with these Conditions of Hire and any additional conditions specified on the hire permit. A hire permit must be issued by Council before any use of a facility.
Unauthorised use of a facility may result in:
• a surcharge;
• recovery of hire fees; and
• refusal of future bookings.

2. Use of Facilities
• Facilities may only be used for the purpose, activities, dates and times specified on the hire permit.
• Access is limited to the approved hire period, including set-up and pack-down, unless otherwise agreed in writing.
• The hirer must not permit activities that exceed the capacity, design or intended use of the facility.
Council reserves the right to:
• approve other uses outside the hire period;
• cancel or relocate bookings where facilities are required for extraordinary or emergency purposes.

3. Risk Management and Hirer Responsibilities
3.1 General duty
The hirer is responsible for taking reasonable steps to ensure the health and safety of all participants, spectators and invitees during the hire period.
3.2 Pre-use inspection
Before each use, the hirer must:
• inspect the facility for hazards that may cause injury or damage;
• take reasonable steps to manage or isolate identified hazards; and
• record the inspection and any actions taken.
Hazards that cannot be managed by the hirer must be reported to Council as soon as practicable.
3.3 Risk assessments and events
Where the hire involves higher-risk activities (including but not limited to large gatherings, sporting activities, alcohol service, temporary structures, road or footpath impacts), Council may require the hirer to provide:
• a documented risk assessment; and/or
• a traffic management plan.
Provision of these documents does not constitute Council approval of their adequacy. Responsibility for identifying and controlling risks remains with the hirer.

4. Insurance and Indemnity
4.1 Insurance
The hirer must, for the duration of the hire, hold public liability insurance:
• with a minimum cover of $20 million per occurrence;
• covering claims arising from the hirer’s negligence; and
• noting Council as an interested party where practicable.
Evidence of insurance (Certificate of Currency) must be provided prior to the commencement of hire.
Additional insurance (e.g. professional indemnity) may be required where professional services are provided.
4.2 Indemnity
The hirer indemnifies and holds harmless Council, its elected members, employees and agents from all claims, losses, damages and expenses arising out of or in connection with:
• the hirer’s use of the facility; and
• any act or omission of the hirer or persons under the hirer’s control, except to the extent caused by Council’s negligence.

5. Permits, Licences and Compliance
The hirer is responsible for obtaining and complying with all relevant permits, approvals and licences, including but not limited to:
• liquor licensing;
• food safety approvals;
• temporary structure permits;
• noise and environmental requirements;
• traffic and road use approvals.
Compliance with legislation is the responsibility of the hirer and is not assumed by Council through issuing a hire permit.

6. Emergency Management and Incidents
• The hirer must familiarise themselves with emergency and evacuation procedures.
• A responsible person must be present at all times during the hire.
• Any incident, injury or near miss must be reported to Council as soon as practicable.
In an emergency, the hirer must follow the facility’s emergency procedures and contact emergency services as required.

7. Security, Keys and Access
• The hirer is responsible for the security of the facility during the hire period.
• Keys must not be copied or transferred.
• Lost or unreturned keys may result in rekeying costs being recovered from the hirer.

8. Care, Cleaning and Damage
• The facility must be left clean, tidy and secure.
• Additional cleaning or repair costs (excluding fair wear and tear) will be charged to the hirer.
• Council accepts no responsibility for loss or damage to the hirer’s property.

9. Cancellation and Fees
Hire fees are payable in accordance with Council’s adopted Fees and Charges Schedule. Cancellation conditions apply as specified in the hire permit.

10. Breach and Termination
Council may cancel a hire permit where conditions are breached or risks are not adequately managed. Costs incurred by Council as a result of a breach may be recovered from the hirer.

This agreement is governed by the laws of Tasmania, including the Civil Liability Act 2002 (TAS).